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AGENDA
1. Basic Questions
2. Two Personnel Functions• Personnel Input• Personnel Funding
3. The Eight Tabs
4. PEAR Changes
5. The Audit Trail
PEAR Processing
• What are payroll forms?– MUSC Personnel Evaluation and Action Request (PEAR)– UMA Personnel Action Request (PAR)
• Why do we need these forms?– Account for personnel costs (~ 80% of operating budget)– Process Changes
• New hires• Fund (UDAK/Center) changes• FTE change• Salary Change• Reclassifications
• Where are these forms in UMS?– PERSONNEL command– Personnel Funding
Basic Questions
• When do we process changes?– The next (most realistic) payroll cycle– A grant ends
• Who processes the changes?– The Financial User– The Management User– The Administrator
Basic Questions
• How many changes can we make in a FY?– Multiple changes can be made on an employee in one FY
***Dates can NOT overlap***– Date Examples for Monthly employees
• July 1, 2009 to September 30, 2009• October 1, 2009 to December 31, 2009
– Date Examples for Bi-weekly employees• July 5, 2009 to July 18, 2009• July 19,2009 to August 1,2009
Basic Questions
MUSC’s 2009 Payroll Dates
PERSONNEL Functions in UMS
New Employee: Ms. Daisy Dog Burkhardt
Personnel Input
Personnel Funding
• Employee Name– Click Ellipsis for employee– Automatic feed of info (SSN, EE #, Org Stamp)
• Action– What is the purpose of this specific PEAR
• New Hire• Fund Change• Assignment Change*• Salary Change*• Salary and Fund Change*• The * requires further info from separate box w/ pull down menu
– S = Salary Change (performance increase, additional skills increase, merit/equity)
– X = Assignment Change (change in duties, reclass, FTE change)
The DemographicsTop Half of Screen
• Pay Cycle (monthly or bi-weekly)
• Effective Dates– See Payroll Calendar– CAUTION: No Date Overlap
• Ref # and Memo– To be used at user’s discretion
The DemographicsTop Half of Screen
The Eight Tabs
1 2 3 4 5 6 7 8
Tab 1Payroll Items
• The Pay Model– Employee Type
• Unclassified
• Classified
• Post Doc
• Temp Grant
• Temporary
• Student
– Funding Type• MUCU (aka State)
• MUCR (aka Grant)
• Overtime, No OT
This is important as it determinesthe % and $ of fringe benefits
• Rate– Annual Salary
• Period– Annual (no exceptions)
• % Modifier– % FTE
• 40 hrs = 100%
• 32 hrs = 80%
• 20 hrs = 20%
Tab 1Payroll Items
• Add Center– Ensure % funding = 100%– Verify “Through” date– If pay model is State & Grant,
ensure Centers are both
MUCR and MUCU
• Disable AutoCalc– Be cautious– To be used as a last resort– For Retro adjustment purposes
Tab 2Funding
• Mission Code– Used to track certain
transactions for a specific purpose
– The way the data is entered and coded helps other users do their jobs better and more efficiently
– All transactions do not necessarily need to be tagged w/ a mission code
• Your manager will tell you if a mission code is needed
Tab 3Mission Code
• Must be Completed in full– If not HRM and/or Teamworks will reject
• Home Department: – Confirms employee is Medicine / Division
• Custom Fields– Info can be obtained from Position
Control Report– Grant Justification
Tab 5 H.R.
Tab 5 - HRGrant Justification
Mandatory
for
Retro PEARs
• Public - Note will print on hard copy of the form
• Private – Note is for internal use between users. Will NOT print on hard copy
• Very useful for reminders, audit trail, and documentation
• Notes are helpful and useful
• The Administrator Team values these Notes
Tab 6Notes
Public Private
Tab 7 & 8 Links and Attachments
• DOM1 Finance = Lisa B
• DOM2 Administrator = Cathy Wood
• DOM3 ASW = Jill Griffith
• DOM4 PEAR Officer– Frances Glanville, Faculty
– Joe Gough, Staff
• Other Approvals– COM Dean’s Office– HRM
• TEAMWORKS– Jill Griffith
Tab 4 Approval / Routing
1. Filter and Find the most current PEAR
2. Edit the most current PEAR• Change the end date of PEAR
***Remember the Date Overlap Rule***
• Review the Funding tab for encumbrances- Has the AutoCalc been disabled?- Are the encumbrances correct or over/understated- Adjust them accordingly
• Click the Inactive button- Do you want to delete the encumbrances?- Do you want to keep the encumbrances?
PEAR Changes
PEAR ChangesFilter
3. Save and Close
4. Add new PEAR• MUSC Standard (Not MUSC One-Time)• Base on the most current record – YES YES YES
• Transfers data like HR tab data
• Transfers data like Pay Model, Salary, % Modifier (FTE)
PEAR Changes
No Audit Trail = CONFUSION
• Be Consistent (the Joe Gough example)
• Add Notes
• Think about your encumbrances
• Watch Those Dates!!!– See next slide
Maintaining the Audit Trail
Maintaining the Audit Trail
NEVER override / change a PEAR that has been submitted